Administrative Assistant Iii - Ses

Administrative Assistant III - SES -

This is a highly responsible and independent position working with the County Health Department Administrator in various executive leadership capacities to effectively provide public service delivery through administrative oversight and enforcement of public health laws of the State of Florida. Adheres to Information Security policies and procedures. This is a full-time, in-office position requiring travel between multiple county health department locations throughout Nassau County.

This position will be the executive assistant to the Nassau County Health Department Administrator. Composes a variety of memorandums and correspondence for the Administrator. Prepares memorandums of agreements, contracts, policies and procedures, and documents for Administrator and other managerial positions as needed. Receive and screen Administrator's mail, email and telephone calls. Attends meetings within and outside the department and represents the Administrator in matters as authorized.

Responsible for maintaining the calendar, scheduling appointments, meetings, maintaining contact list, submitting travel authorizations approval and signature, making travel arrangements, completing registration for meetings or trainings and submitting travel for reimbursement. Ensure all required reviews and signatures have been completed. Maintain alphabetical and electronic files of such documents and those received by the Administrator. Assist the Administrator in dealing with client complaints.

Responsible for agenda, sign-in sheet and minutes for the weekly Senior Management meeting conducted by the Administrator and monthly Leadership meeting. Attends Florida Department of Health Director/Administrator Conference calls in the absence of the Administrator. Maintains and coordinates required data and reports for Health Officer performance expectations, strategic plan and other reports and special assignments as needed. In collaboration with CHD Administrator, oversees and leads Performance Management and Quality Improvement (PMQI) processes.

Leads PMQI meetings, oversees project processes and implementation. Liaises with the County Managers Office and Board of County Commissioners. Performs the duties assigned during Incident Command activation and Emergency Response actions. Represents the Nassau County Health Department Administrator as back-up contact with public officials, other governmental agencies and the public as needed. Collaborates with the community partners and Senior Management Team on strategic plan, Community Health Assessment, and Community Health Improvement Plan initiatives to meet the objectives and vision of Health Officer.

Assist in the development of administrative policies, procedures, processes, plans, reports, and documents based on strategic plans and needs for various public health initiatives, both internally and externally. Reviews all materials in conjunction with and for the Nassau County Health Department Administrator prior to dissemination both internally and externally. Designated Policy and Procedures Manager. Submit Policy and Procedures for legal review, approval and signature.

Maintain Policy and Procedures Date spreadsheet and work with appropriate staff to ensure that they are reviewed and updated in a timely manner. Maintain the current Policy and Procedures on the Florida Department of Health in Nassau County's SharePoint site. Provide administrative support to the managerial/leadership staff as needed. Assist in preparing, scanning, and/or copying, correspondence, reports, licenses, memorandums of agreement, contracts, surveys and documents as needed.

Assists with meeting preparation and minutes as needed. Prepare authorizations to incur travel forms for staff, submit for approval and signature from employee's supervisor and the Nassau County Health Department Administrator. Complete travel forms for reimbursement as needed or requested. Participates in and/or leads work group committees which formulate and recommend program, policies and/or actions to management and leadership. Performs other tasks as assigned by Administrator to support the operation of the agency.

Supervises clerical and administrative support staff across all divisions to include, but not limited to, clinical, dental, personnel liaison, and environmental health. Provides supervision, direction, performance evaluations to ensure agency, division, and programmatic requirements are met. Provides Personnel Liaison support to County Health Administrator. Ensures personnel actions and documents are sent to and received from the Department of Health Bureau of Human Resource Management (DOH HRM).

Provides technical assistance on People First as appropriate. Coordinates Family Medical Leave request, transfers, and flex time request. Assists with fingerprinting/background and drug screen procedures. Conducts employee recruitment and necessary paperwork processing and orientation. Utilizes…